Gail Milton, Program Manager, Address Management, USPS

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How Government Agencies Use Address Quality to
Better Serve the CommunityNational Postal
Forum May 17 20, 2009

• Gail Milton, Program Manager, Address Management,
  USPS
• Mike Sexson, Special Projects Coordinator, State
  of CO

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QUALITY ADDRESSING PROFESSIONAL CERTIFICATE
This session qualifies as one of the four
Addressing sessions in addition to the Tuesday,
May 20th General Session needed for the Address
Quality Specialist Certificate!
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Value of Address Quality

• 149 million addresses
• 1.08 million new addresses
• 46 million change of address

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(No Transcript)
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Your List

• What is the source for your list?
• Provided to you
• Rented
• Built In-House
• What are you doing with your lists?
• Take advantage of Address Cleansing tools

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Returned Mail
60,000
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ROI

• Why does it matter?
• Physical address quality - addressing elements to
  construct a specific delivery address
• Move Update quality name of the addressee AND
  the new address at which they reside
• Overall Costs paper, printing, ink, list
  processing, energy
• Response rates

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Address Quality Tasks

• What should you be doing?
• Total Address Quality with
• Addressing Accuracy Tools and
• Customer Data Management Tools

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Addressing Accuracy Tools

• CASS
• DPV
• LACSLink
• AEC AEC II
• SuiteLink
• AIS Products

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Customer Data Management Tools

• NCOALink
• ACS
• OneCode ACS
• ANKLink

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How does this add up?

• Getting your message in the right hands
• Increase sales and response
• Reduces costs associated with undeliverable as
  address (UAA) mail

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How do you succeed?

• By spending your money wisely.

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• Mike Sexson
• Special Projects Coordinator
• Marketing and Research Coordinator
• State of Colorado

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Government Agencies Working Together

• Breaking Down Government Silos And
• The Walls We Build

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Making the right choice

• Understanding your role in government
• Are you making decisions for whats best for your
  organization and yourself?
• Are you making decisions on whats best for your
  constituents?
• Decide if you want to make a difference

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Good Government through the Power of Partnership

• Contact other government agencies that are
  dealing with the same issues
• Understand what the other agencies are doing
• Learn their tips and tricks rules
• Set up meeting with all the agencies so they can
  meet and learn (network)

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Ask the Questions at your meeting!

• What would be best scenario for all of us?
• We need a common goal
• Assign a project manager
• Set up another meeting
• Who can give us support?

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Becoming a Government NCOALink Vendor

• Step One - Strategic Partners
• Step Two - Understand each others needs
• Step Three - Confidentiality agreement
• Step Four - Case studies (testing)

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IDS and All State CO Agencies Agreement

• MEMORANDUM OF UNDERSTANDING
• CONFIDENTIALITY AGREEMENT
• Agreement and understanding between the State of
  Colorado, Department of Personnel and
  Administration, Division of Central Services
  (DCS), Integrated Document Solutions, whose
  offices are located at 1001 E. 62nd Avenue, Room
  A11, Denver, Colorado 80216, hereinafter referred
  to as IDS, and the Department of
  __________________________, located at
  ___________________ hereinafter referred to as
  "Agency."
• Whereas, the Agency agrees to furnish IDS access
  to electronic data files that contain mailing
  addresses for the sole purpose of running data as
  a test against different types of address
  cleansing software to identify potential cost
  savings for the State and to ensure compliance
  with current and future USPS standards and
• Whereas, IDS agrees to review, examine, inspect
  or obtain such information only for the purposes
  described above, and to otherwise hold such
  information confidential pursuant to the terms of
  this agreement.
• NOW THEREFORE, it is hereby understood that
• 1. The Agency shall furnish IDS certain
  confidential information as described on attached
  list and the Agency may further allow Agency
  employees or representatives to disclose
  information to IDS under the following
  conditions
• a. IDS agrees to hold all information received
  in confidence and that it shall be used only for
  the contemplated purpose stated herein, and shall
  not be used for any other purpose or disclosed to
  any third party under any circumstances. Any
  Open Records Act request received pursuant to
  C.R.S. 24-72-201 et seq. shall be directed to
  the Agency as appropriate.
• b. IDS shall make no copies or otherwise extract
  or retain any details from the information
  obtained from the Agency.
• c. The information obtained shall not be
  disclosed to any third party unless said party
  agrees to execute and be bound by the terms of
  this agreement and the Agency has granted prior
  approval for the disclosure.
• 2. For the purpose of this agreement, the
  persons named below are designated the
  representatives of the parties.
• IDS Agency
• Mike Sexson
• Dept of Personnel and Administration
• Division of Central Services -
• Integrated Document Solutions
• 1001 E. 62nd Ave, Room A11
• Denver, CO 80216
• [phone]

DRAFT
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Undeliverable Mail Cost Tracking Form
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Steps to Success

• Step Five - Decide on a process
• Step Six - Upper management support
• Step Seven - Answer the questions before they are
  asked
• Step Eight - Help the top decision makers come to
  your conclusion on their own

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Things you have to know

• Understand your procurement process
• What kind of databases do you have?
• How often do organizations do mailings?
• What kind of resources are needed to implement
  address correction once the cleansing occurs?
• Do you know what your true waste is now?

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Making a Difference in Government

• The State of Colorado did it, so can you
• It is not about waste, it is about how much you
  save
• Be honest with yourself when making decisions
• Good Government Starts Here

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True or False Questions

• The Postal Service can assist government
  agencies in reducing mail expenses?
• Move Update Products and Service can help
  Government Agencies keep up with moving citizens?
• Government Agencies are exempt from following
  USPS Addressing Requirements?

True
True
False
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For More Information
ribbs.usps.gov
www.usps.com/ncsc
Customer Care
1-800-238-3150
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Thank You
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Sunday List or Lemon? The AP-peal of Address
Quality Lisa West/Wallace Vingelis Period 2,
1145 am 1245 pm Tools Techniques That Make
the Case for Address Quality Gail
Milton/Theresa Peterlein Period 4, 300 400
pm
Monday Address Quality Product vs.
Process Jeff Stangle/Adam Collinson Period 6,
1115 am 1215 pm What are Bad Addresses
What Do You Do With Them, Exactly? Wanda
Key/Stephanie Miracle Period 8, 315 415 pm
Tuesday Move Update How to Keep in Touch With
Moving Customers Audrey Conley/Debora Haskel
Period 10,1000 1100 am Intelligent
Addressing to Achieve 100 Mail Integrity Jim
Wilson/Steve Lopez Period 12, 200 300
pm How Government Agencies Use Address Quality to
Better Serve the Community Gail Milton/Mike
Sexson Period 13, 315 415 pm
Wednesday The Return On Investment (ROI) of
Address Quality Charles Hunt/Stephanie L.
Miracle Period 15, 800 900 am Stump the
Experts with your Uncodable Undeliverable-As-Addre
ssed (UAA) Mail Jim Wilson/Charles Hunt
Period 17, 330 430 pm